P09_FINAL SOW FIRE EXTINGUISHER.docx

STATEMENT OF WORK

FIRE EXTINGUISHER INSPECTION, MAINTENANCE & TESTING

WASHINGTON, DC VAMC

A. GENERAL SCOPE

The mission of the Department of Veterans Affairs is to provide the highest quality healthcare to our nation’s veterans. To support this mission we must provide safe, clean and environmentally compliant facilities. The District of Columbia Veterans Affairs Medical Center (DCVAMC) needs an inspection, maintenance and testing program for our Portable Fire Extinguishers (FEs).

B. Place of Performance:

Washington D.C. Veteran Affairs Medical 50 Irving St NW Washington, DC 20422

C. Period of Performance:

12 months following award, and will include four (4) option year periods (not to exceed 12 months each)

D. Description of Work:

To ensure compliance of NFPA 10 requirements and VHA policies for fire extinguishers in a healthcare facility. Portable fire extinguishers shall be provided for employee use and selected and distributed based on the classes of anticipated workplace fires and on the size and degree of hazard which would affect their use” – OSHA 1910.157(d)(1). The DC VA Medical Center (DCVAMC) has approximately 350 to 400 fire extinguishers (see provided map for details) that are required to be evaluated monthly, approved, signed, and tagged at all times. Safety’s vision is to provide all employees with a 100 percent accountability system that is reliable, and consistently provides a secondary means of comfort to protect them with applicable FEs in case of a fire. Below, are the relevant factors that will ensure the DCVAMC is safe, accountable, and effective with their FE servicing, maintenance, and replacement needs:

The contractor shall provide the following requirements:

a. Visually inspect campus and provide an updated/current FE inventory list and ensure it is consistent with NFPA 10 standards.

b. Remove and dispose of all FE not compliant with the facilities safety regulations and remove additional FE determined by the Safety Project Manager/COR (COR) that no longer meet the standardization of size and/or type of the facility (i.e. anything bigger than 5lbs).

c. Conduct an annual inspection assessment of each FE to determine all FEs are compliant with NFPA 10 Standards. If a FE needs servicing, that FE will be immediately replaced with a back-up serialized FE in its place.

d. Provide all highly qualified employees, equipment, tools, and the appropriate services necessary for FEs to be consistent within NFPA 10.

e. Maintain and implement all necessary requirements, per NFPA 10, that all portable extinguishers shall be located with the proper fire class ratings and distances. The verifications shall be completed monthly, and physically verified by a qualified person(s) with their respective dates and initials on FE.

f. Every year, the Contractor shall provide a running inventory of twenty-five (25) additional 5 lbs. ABC Dry Chem FE’s, and an additional five (5) 6-liter water FE replacements to serve as backups & replacements as needed.

g. Contractor must have current certifications, training, and experience of 3 years to conduct FE inspections.

h. The Qualified Person(s) performing annual & monthly maintenance and recharging of extinguishers shall be trained and shall have available the appropriate manufacturer’s servicing manual(s), the correct tools, recharge materials, lubricants, and manufacturer's replacement parts or parts specifically listed for use of the FEs. The contractor will complete all tasks in accordance with the most recent version of NFPA 10.

i. The contractor shall provide completed monthly and annual inspection reports within 7 days of completion, to allow for correction of deficiencies and to prevent double reporting of the same deficiency with inadequate correction time.

· Monthly inspections shall be performed at the beginning of each month; within the first week.

· Inspection reports are due no later than 7 days following site inspection.

j. A detailed report in writing must be submitted immediately (same day) upon the identification and location of any deficiency to Safety Project Manager/COR (COR). The Contractor shall ensure that if a FE is removed from service/location, another operational FE will be in place and it will be suitable for the type of hazard being protected and at least the same size.

k. A master list of FEs will be completed every month and given to Safety Project Manager/COR on an “Excel Spreadsheet” that has all the FEs on the spreadsheet that lists the following items: Dates/Times, Locations, Serviced Quantity & Percentage, Passed Quantity & Percentage, Failed Quantity & Percentage, and Notes/Recommendations for each FE for the monthly & annual verified inspection.

l. At least two (2) qualified technicians shall become familiarized with the DCVAMC campus and all respective locations of all the FEs to ensure no interruptions or delays in service.

m. Updates of tasks accomplished must be provided to the Safety Project Manager/COR.

n. Contractor shall complete VHA badging paperwork required to access the federal facility. Badging paperwork will be provided in the solicitation.

o. Contractor will be required to fix any discrepancy with salvageable fire extinguishers within 48 hrs.

p. Complete monthly requirements on all FEs, per NFPA 10. Responsibilities are as follows:

1. Visual inspection of all FEs within each calendar month.

2. Date Month, Day, Year (MM-DD-YY) with Signature/Initials of each FE within the calendar month.

3. Completion of the Annual & Monthly Inspection documentation that lists the total FEs, discrepancies, and other pertinent information, per NFPA 10.

4. Inform the Safety Project Manager/COR of any discrepancies as they are identified in writing. Contractor will attempt to correct minor issues on the spot if possible.

Other Vendor Responsibilities:

Shall be responsible for any/all liability actions or suits when the vendor is at fault or negligent in the performance of inspection, servicing, and testing activities. (Is this IAW the NFLPA 10). The contractor shall coordinate a schedule of tasks to be performed and their deadlines with the COR or designee. The Contractor shall all so notify the COR via phone or e-mail, if they have any issues or schedule changes within 24 hrs.

The government will be responsible for:

a. Shall provide access for appropriate areas necessary to fulfill the vendor’s requirements in a timely fashion.

b. Shall provide a map of all FEs located at DCVAMC and other responsible areas.

c. Coordinate and notify Medical Center staff of the scheduled inspection, testing, and maintenance.

d. Coordinate any administrative documentation required for the inspection, testing, and maintenance of the system.

e. Review discrepancies and ensure an action plan is initiated to correct any deficiencies.

f. Ensure contract is carried out to the government’s needs.

E. SCHEDULE FOR DELIVERABLES:

Deliverable No.

Item

A detailed Action Plan and Safety Briefing

FE Survey Report Quantity

N/A

N/A

Delivery Date

Within 10 calendar days after award

Within 15 calendar days after award

Back up Process

Master List of all FEs yearly

Annual Inspection of all FEs

Two FE Professionals maintain DCVAMC

Annual & Monthly Service and Reporting

Backup Extinguishers provided per year (25 ABC type, 5 water) N/A

See Map

2 Qualified People

Within 20 calendar days after award

Within 30 calendar days after award

Within 25 calendar days after award

As necessary

F. Operational Coverage:

Normal Business hours are from 7:00am to 4:00pm, Monday through Friday (excluding federal holidays). These dates include New Year's Day, Martin Luther King's Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas and any other day specifically declared by the President of the United States to be a national holiday. All work will be reviewed by the safety office prior to technician departing the property.

G. Security Requirements:

The contractor shall direct its designated employee(s) to complete the VHA Service Center Personnel Security forms to obtain a PIV Badge. Each will need to submit fingerprints to OPM for a SAC Prior to working on site. Prints can be taken at the DC VAMC in our Personnel Security Office. The Safety Service Administrative Officer will provide all documents and be a liaison to you and the Personnel Security Office. Please schedule an appointment now to take prints: AI Scheduler (gsa.gov).

H. Contractor Qualifications:

Inspection shall be conducted by someone with at a minimum of 3 years of experience. Maintenance needs to be performed by a certified person. Certification requires that a person take a test acceptable to the AHJ. A certified person needs to, at the very least, be familiar with the requirements in NFPA 10. Hydrostatic testing will be conducted by a trained, certified individual with proper equipment and facility to perform the testing.

I. Changes to Contract or Statement of Work:

Changes to this SOW or the impending contract shall only be authorized and approved through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other documents or items pertaining to the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.